SUNY Oswego - Purchasing Department: Requests

Requests

Requisitioning supplies, equipment, and services
Initiating purchase requests, requisition status, developing specifications, and judging quality of materials, equipment or services received must, in many instances, be done by the ultimate end-user of the material, equipment or services. The type of service rendered to this campus by the Purchasing Department will depend largely upon the needs and requirements of the requisitioner.

Purchases can be made utilizing State-appropriated funds, Income fund reimbursable accounts, and Dormitory operating funds. Using these resources purchase requests can be processed through several mediums: (1) Departmental encumbering at the desktop utilizing the SUNY WEB procurement application. (preferred method) (2) Direct handling through the Purchasing Department (manual completion of the requisition form) and/or (3) Procurement Card – directly assigned to an employee;

The new web requisition application has been developed around the concept of "first touch". This means whoever originates the source information should be the first person to enter the information into the system which then generates the required documents, transactions, journals, etc.

The signing and approval of the requisition will be electronic and follow a pre-determined WorkFlow process. By providing for the electronic storage and routing of documents, an electronic form can be simultaneously routed to several individuals eliminating the need for copies. Document modifications and comments can be electronically stored and personnel in different geographic locations will receive the document at the same time, eliminating mail or fax delays. WorkFlow provides many people with access to the document simultaneously. It provides the status of a document and can be monitored at anytime. There are no lost, misfiled or misplaced documents, and all documents are protected in a secure environment.

An example of this concept is requisition input by the maintenance department; the system provides the capability for maintenance to input requisitions without creating purchase orders, and electronically route the requisition documents to the purchasing department.

The system obligates the funds as soon as the requisition is input. Through the various stages of the procurement cycle (requisition, ordered, received, invoiced, paid, etc.) the system provides for monitoring by the maintenance department. Maintenance can monitor other information (i.e., account balance, purchase order balance) for the accounts that it has "control" over with resource level protection through the security system.

Electronic signatures or implied electronic signatures are one or a combination of things that uniquely identify the sender or receiver of a record. This signature information is created, stored, generated, received or communicated by electronic means using new technology. The system will implement electronic signatures in all applicable areas and will adhere to current NYS rules, regulations and guidelines.

Guidelines for Processing Paper Requisitions Directly through Purchasing:

Requisition forms must be completed in triplicate and approved by center director, chairperson or dean. Please be sure that the account number of the department to be charged is listed thereon. The first two copies of the forms are then sent to the Purchasing Department for processing. The third copy (pink) is retained by the department. The Purchasing Department will assign an order number. In the event that delivery is not made in a reasonable length of time, please contact the Purchasing Department. All purchases must include the PO# (purchase order #) on the invoice and packing slip. Purchase order numbers are an essential part of Document Inventory Control, therefore it is very important, when placing an order, to ensure the vendor indicates the correct PO# on all billing and shipping documents.

Requisition Status: If you call the Purchasing Department to check on the status of a department's requisition please have available the department account number and requisition number. You can also check directly the status of your Web Req through the Web Req system. Requisitions are processed daily by Purchasing and are tracked by department and requisition number.

Procurement Definitions

REQUISITION A requisition is the form departments use to request the Purchasing Department to purchase specified commodities and/or services.

PURCHASE ORDER A purchase order is the document that requests a vendor/supplier to furnish to the campus specified commodities/services. A purchase order is processed by the Purchasing Department based on a requisition received from a department.

QUOTATION A quotation is the current price/s and pertinent information needed from a vendor/supplier for which they will furnish specified commodities and/or services.

REQUEST FOR QUOTATION A Request For Quotation form is used to acquire the price/s and pertinent information needed from a vendor/supplier before placing a purchase order. The Purchasing department can supply electronic forms to fax or e-mail.

STATE TERM CONTRACT/S A State term contract is a negotiated agreement between the State of New York and a vendor for the delivery of specific commodities, at a specific price, for a specified period of time. The Office of General Service (OGS) negotiates term contracts under which all New York State agencies may purchase their requirements for standard commodities that are in common use without the need for quotations or formal bidding.

PREFERRED SOURCE Department of Correctional Services, Industries for the Blind, Industries for the Disabled, and Veteran's Workshops. The campus is required by law to attempt to use preferred sources first before considering other sources. Other sources may be used (State Contracts, open bidding) when the preferred source does not meet the form, fit or utility of the requirements.

CONFIRMING ORDERS Confirming requisitions are considered "after the fact" orders and usually represent a request to pay for materials, supplies, or equipment already received. They are against state Finance Law.

BLANKET PURCHASE ORDERS Specified dollar amounts are allocated to a purchase order for goods and services that are provided on an as-needed basis. Payments are made when the materials are provided and invoiced.

Procurement Guidelines & Competitive Bidding
The practice of competitive bidding, whether formal or informal, not only tends to assure reasonable prices, but will guard against favoritism, improvidence, and fraud. Therefore, competitive bidding shall, to the extent practicable, be solicited and purchases shall be at the lowest available price consistent with quality requirements as will best promote the public interest. State Regulations on bidding practices per 'SUNY Purchasing/Contracting Procedures".

SUNY OSWEGO PROCUREMENT GUIDELINES:

Dollar Limit Requirements

0 - $2500.00

The Campus may purchase commodities or services from a responsible vendor. While no competition is required the department should take the steps to ensure that prices are reasonable.

$2,500 – $10,000

$10,000 - $20,000

The Campus may purchase commodities or services from a responsible vendor. While no competition is required the department should take the steps to ensure that prices are reasonable. Required notification to the campus’s bidder list must allow the vendor’s time to respond and subsequent opportunity to quote. Placement on the Campus bidder list is outlined by the Bidders List Policy, which includes the quarterly listing in the NYS Contract Reporter. As an alternative to the above, notification of the pending purchase in the NYS Contract Reporter is acceptable. These contract reporter respondents must be given the opportunity to submit a quote. This option is at the Purchasing Associates discretion. Written documentation should be maintained to support the selection of the vendor and the reasonableness of the price. (3 or more Quotes)

A new law, effective January 1, 2006, constitutes a significant legislative effort to regulate lobbying on government procurement contracts. The legislation will have substantial impact on the Campus’s procurement activities to obtain commodities and services and to undertake real estate transactions. The legislation enacts two new sections to the State Finance Law (“SFL”), §§139-j and 139-k. Generally, the law distinguishes between permissible and impermissible contacts between a potential vendor or a person acting on behalf of the vendor, including its lobbyist, and the officers and employees of the procuring campus. An impermissible contact is an attempt to influence the award, denial or amendment of a contract in excess of $15,000, or contact with personnel other than a contact person designated by the campus, during the “restricted period” (the time commencing with the earliest written notice of the proposed procurement and ending with the final contract award). A permissible contact involves the normal flow of information between an campus and all competing vendors (e.g. the vendor’s submission of an offer or participation in post-award contract negotiations). The campus must record all contacts, both permissible and impermissible, which occur during the restricted period, and, generally, must deny an award of a purchase order or contract to a vendor involved in a knowing and willful impermissible contact. The campus is developing guidelines and procedures regarding permissible contacts and procedures for the reporting and investigation of impermissible contacts. The campus’s procurement record must demonstrate compliance with these new requirements. In order to comply with the provisions of the new law any campus procurement over $15,000 should be reviewed with the Purchasing Associate prior to any request. A campus procurement over $15,000 would start by a solicitation request such as a fax requesting a price, a similar e-mail request,or advertisement of the procurement from this office. Should any bidder contact any campus staff after the initial solicitation or advertisement, it must be reported to the Purchasing office to be included in the procurement record. The campus Purchasing department will provide guidance for each procurement. State Contracts (also known as “P” contracts) do not apply to the new provisions of the law so campus business practices utilizing those contracts are unaffected. For more information on State Finance Law (“SFL”), §§139-j and 139-k go to :

http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

or for a quick link to explain the law go to:

http://www.ogs.state.ny.us/aboutogs/regulations/advisoryCouncil/Faq.htm

$20,000 - $50,000

The Campus may purchase commodities or services from a responsible vendor. While no competition is required the department should take the steps to ensure that prices are reasonable. The procurement must be advertised in the NYS Contract Reporter and respondents given the opportunity to submit a quote. Written documentation should be maintained to support the selection of the vendor and the reasonableness of the price. (recommend 3 or more quotes) Note: Construction procurement is not part of this guideline.

$50,000 – $125,000

At the Purchasing Associates discretion, a minimum of three bids or proposals, written proposals, or written quotations, must be solicited from responsible vendors offering such commodities or services. The procurement must be advertised in the NYS Contract Reporter and respondents given the opportunity to quote

$125,000 - $250,000 + up

A minimum of five sealed bids or proposals must be solicited from responsible vendors. The procurement must be advertised in the NYS Contract Reporter and respondents given the opportunity to quote. Contracts competitively bid over $250,000 must be approved by AG & Comptroller.

Exemptions & Important Notes:

The Campus may elect to purchase any commodities or services, regardless of amount from an existing Office of General Services (OGS) contract or a “PREFERRED SOURCE” (Corr Craft, Industries for the Blind etc.) with out the need to solicit competitive bids or proposals.

Minority Women Business Enterprises (MWBE) and New York State Small Businesses:

Purchases from Small, Certified Minority or Women Owned Businesses, or for Recycled or Remanufactured commodities or technology:

Exemption from bidding $20,000 to $125,000 (campus must still document reasonableness of price) for the purchase of commodities or services from New York State small businesses or certified Minority or Women-owned Business Enterprises or for the purchase of commodities or technology that are recycled or remanufactured. Contract Reporter advertising required. Contact the Purchasing Associate for further information.

Sole & Single Source Contract or Emergency Contracts

Where Competition would otherwise be required, but is not feasible due to the sole source, single source or emergency nature of a commodity or service, the campus must be able to justify and document the selection of the vendor and establish the reasonableness of the price. In accordance with State Finance Law, exceptions to the general requirement for competitive selection shall only be made under unusual circumstances.

Click here for more information or contact the Purchasing Associate for further explanation.

For more information on campus rules and state finance law applicability to your specific procurement contact:

R. Mark Cole Purchasing Associate 402 Culkin Hall -Phone #3627